The following constitutes Bid Amendment (Addendum #1) to the above referenced Bid Solicitation (Request for Proposal). This Bid Amendment (Addendum #1) includes answers to questions received and serves to clarify, revise and superseded information contained in the Bid Solicitation (RFP). It is the sole responsibility of the Vendor (Bidder) to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation (RFP) and/or the Salem County Standard Terms and Conditions relative to this Bid Solicitation (RFP) as set forth in all Bid Amendments (Addenda).

All other instructions, terms, and conditions of the Bid Solicitation (RFP) shall remain the same.

An authorized representative of your organization SHALL acknowledge receipt of this information on the “Acknowledgment of Receipt of Addenda” form provided in the RFP document and submit said form with the bid proposal.

Failure to acknowledge and return the “Acknowledgment of Receipt of Addenda” with your PROPOSAL submission shall be cause for your Proposal to be rejected in accordance with N.J.A.C. 40A:11-23.2.

Thank you for your attention to this matter.

IMPORTANT INFORMATION RELATIVE TO THE BID OPENING

At the present time, Salem County has decided NOT to postpone or cancel any scheduled bid opening. N.J.S.A 40A111-23 requires Salem County to conduct a physical “public opening” despite the Governor’s Executive Orders. Salem County will offer a public space at 110 5th Street, Conference Room 105 that enables us to adhere to the “Social Distancing” mandates in place at this time. However, in order to safeguard all parties involved, we have restricted public access to our buildings and require ALL visitors to call in advance and schedule time with the respective department in order to gain access to our facilities. This includes dropping off bid packages and attendance in person at bid openings.

In lieu of dropping off bid packages in person we strongly request you use the US Postal System, Fed Ex, UPS or other mail delivery partner. Salem County continues to receive mail and deliveries on a daily basis. Proposals are to be sent to Salem County Purchasing Agent, 110 5‘“ Street, Suite 400, Salem, NJ 08318
Attention: Deborah Turner-Fox.

In the interest of providing the most flexibility to interested parties and to adhere to the “Stay at Home” directives, Salem County will also provide the availability for all interested parties to participate in the bid/proposal opening by conference call. Ten minutes before the scheduled bid opening, Tuesday, April 7, 2020 at 10:50 am we will open up a toll-free phone line that you will be able to access by calling (605) 313— 4433. When prompted enter access code 237016#.Before the bid opening you will be asked to state your name and organization so it can be recorded on the sign-in sheet and you will be noted as participating remotely.

If you choose to attend the bid opening in person you assume all risk of any potential exposures. If you appear in person to drop off bid packages you MUST call Veronica Wright at (856) 935-7510 x 8401 one day in advance in order to be registered to enter the building. If you plan to attend the bid opening in person, you MUST call Veronica Wright at (856) 935-7510 x 8401 no later than April 7, 2020 at 9:00 am. At that time, you will be asked a series of questions prior to being registered to gain entry to the building. You will be limited only into the lobby to drop off bid packages and you will have your temperature recorded by our Sheriff’s Officers. You will be limited access only to conference room 105 for the bid opening. No other access throughout the building will be permitted.

We thank you for your patience, understanding and cooperation as we navigate these uncharted waters. Please stay safe and as always, you may contact us at purchasing @salemcountynj.gov with any questions you may have.

Q1. Will you allow the proposal to be submitted electronically with original forms being sent when “the order” is lifted?

A1. NJ Local Public Contracts Law 40A:11 does not yet permit the acceptance of bid or proposal documents electrically. Accordingly, we will not accept an electric submission in lieu of a hard copy submission. However the proposal document may be e-mailed to
purchasinq@salemcountyni.qov

*protected email* in addition to the hard copy submission. Please request a read receipt so you can be sure it is received. Our firewall is robust and may not allow large documents to be transmitted to us at this time. We urge all potential respondents to ensure their submissions to arrive by courier rather than in person.

Q2. Will you allow documents requiring notarization and raised seals to be submitted at a later date?

A2. Raised notary seals are waived on those documents requiring such, but signed originals must be submitted with the bid package at the time of the bid opening. The notarized copy must be submitted to the Purchasing Agent before the contract is awarded and executed.

Q3. Would it be acceptable if the proposal is initialed and signed electronically by an authorized principal of
our company?

A3. During the COVlD-19 emergency only, an electronic signature of the authorized principal of the organization will be accepted on those documents that are required to be signed. The contract documents will need to bear an original signature “wet”, but those will be sent out in the US Mail to be signed. All documents submitted will be made part of the contract.

Debby Turner-Fox, QPA
Salem County Purchasing Agent

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